How to Share OneDrive Folders

Share entire folders from your OneDrive with colleagues. This is useful when multiple people need access to several related files.

Steps

1. Open Office Portal

• Go to: office.com in Microsoft Edge
• Sign in if prompted
• Close any CoPilot windows

2. Expand navigation

• Click the hamburger menu icon (three lines) on the left

3. Select Apps → OneDrive

• Click Apps from menu
• Click OneDrive

4. Find and select your folder

• Navigate to the folder you want to share
• Click the checkbox next to the folder name

5. Click Share

• Click the Share button in the toolbar

6. Enter recipient email addresses

• Type the email address of the person you want to share with
• Select the correct person from the dropdown
• You can add multiple recipients

7. Set permissions

• By default, recipients can only view files in the folder
• To allow editing: Click the eye icon → Select Can edit
• Options:
  • Can view: Open and read files only
  • Can edit: Make changes to files in the folder
  • Can't download: View online only, no downloads

8. Add a message

• Type a brief description of the folder contents
• Example: "Sharing this folder as requested"
• This helps recipients understand what they're receiving

9. Click Send

10. Confirmation

• A message appears confirming the folder was shared
• Recipients receive an email notification with access link

Important Notes

• When you share a folder, recipients get access to ALL files inside it
• Any new files added to the folder are automatically accessible to recipients
• Folder permissions apply to all contents unless individual file permissions override them

Tips

• Use folder sharing when multiple people need ongoing access to related documents
• For one-time file access, share individual files instead
• Review folder permissions regularly - remove access when collaboration ends

Troubleshooting

Recipient can't see the folder?

• Verify their email address is correct
• Check they're signed in with the right Microsoft account
• Ensure organizational sharing policies allow external sharing if recipient is outside your company